Providers Section of PhoneBook Module
This
section has the following topics...
The
Providers Section of the PhoneBook Module contains all the physicians
whose names, addresses or insurance numbers must appear either on the
printed bill or on your letters to these physicians. This section
also holds extra information on EACH doctor in your practice. Providers that bill in
your office are
assigned a unique "Office Doctor Number. The main entry screen is
shown below.
Creating a
New Provider record
To create a new record click the New Button and confirm your
selection at the dialog box. Most of the fields are straightforward.
- In Sal select the correct salutation
- In Title select a title from the pop-up list. You
can edit this list.
- In Address as enter how you would want this person
addressed in a letter. For example, if the provider's name is "Robert"
and
you know him well enough to call him "Bob" you would enter it here.
When
you create a letter it will start "Dear Bob" instead of "Dear Dr.".
- In Picklist decide if this record should appear in
pop-up list used in Billing and Letters. This is done
because
many PhoneBook module have thousands of records because this
module can also be used for mass marketing. Therefore, you want to
limit your choices in your pop-up list. All new records are "Yes".
- In Specialty select the type of physician this
provider is. The default is General Practice
Three addresses per provider
Many physicians have multiple offices. Address 1 is the primary
address. The Default field selects which address actually is
the primary address and which address is used to send Letters.
In Practice Title of Address 1 enter the actual
title
of the practice, such as “Ophthalmology Associates”. The Practice
Title field of address 1 is used to link physicians in the same
practice and therefore must be carefully entered. All providers in
the same practice will be listed in the list located directly below Picklist
and Specialty. Clicking on a provider's name in this list show that
record.
Special Functions
- Label - This prints a mailing label for this
provider. It requires a Dymo-Costar printer
- List - This changes to a list view of the current
found set of record!
- Dup - This will duplicate the current record so
that you do not have to re-enter the same information all over
again. You would do this when you need to enter several referral
sources from the same practice. After the record is duplicated
you handle the record as if it were new. The software will assign
a “new” numeric code.
Office Doc
This button takes you to a screen for detailed information only on
those doctors in the practice under whom claims are billed. There are
several sections on this screen as seen below.
Office Provider Information - This section has this provider’s
Office Doctor’s Number. If you are entering a new office doctor,
clicking Assign Next will automatically assign the next number
to this provider. If there is a particular Fee Schedule
associated to this provider (i.e.: 14), enter it here. When this
provider sees patients, PracticeMaker® will automatically
check the procedure for this fee schedule and bill accordingly. If this
field
remains blank, then the fee schedule assigned to the primary
insurance
of a claim will be used. When this field contains a value it overrides
any
other fee schedule!
Personalized Letterhead - These fields have information used to
create the letterhead in the Letters module (if part of your system).
This
way each letter can be personalized with each provider’s special
information.
There is one line for the Letterhead Name and two (2) lines of Letterhead
Extra. Review the Letters
Module section to learn about customizing your letterhead!
Current Office Doctors - This shows a list of all doctors
assigned Office Doctor numbers!
When you are finished checking/reviewing the information here, click Return
and you will be taken
back to the Provider screen.
Provider Numbers
This button takes you to a screen were the UPIN, Blue Shield, Medicare
and other numbers for this provider are stored.
Enter as many insurance numbers that you need for this Provider.
The UPIN must be entered if the patient was seen in
consultation for this doctor so that Medicare can identify the referral
source. If
the UPIN is not entered, and a procedure is done that requires
one,
PracticeMaker® will not allow the invoice to be completed until a
doctor
with a UPIN is assigned to the claim! Other insurances, such as
Medicaid,
require the referring doctor’s Medicaid number appear o the claim. Provider
number 1 through 6 cannot be changed and are system requirements.
Provider number fields 7 to 22 can be customized with the name
of the insurance carrier that uses that number. The name entered here
is used
to create the pick list used in the Insurance Module when you
need
to link an insurance to a specific provider number. For example, Aetna
is number 7, Cigna is number 8 and Oxford is number 9.
If a "provider number" is available for any of these carriers, enter it
in the corresponding field.
When you are done click Return.
Hospital Affiliations
You can link a provider to three facilities. Basically this is done so
you will known where other providers see patients.
Insurances Accepted
In this field enter the name of the insurances that this provider
accepts, such as Aetna, Cigna, Travelers. This is for non-office
providers.
Flagged Records
One of the strong features of this section of the PhoneBook is
being able to maintain mailing lists of your providers so you can send
them bulk mail correspondence. There are four fields that you can use
to flag records and then find those flags. These fields, Flag 1
to Flag 4, can
be checked or unchecked as needed. On the List screen these
fields can be checked or unchecked one at a time or for the
entire found set
of records.
If you click on one of check boxes above one of the Flag Fields
you will get the dialog box below. For example, if the current
record you are in has that flag field "unchecked" then all records in
the found set
you are in will be "unchecked" if you click Update. This method
allows
to to have a mass effect. Be careful with this feature as it is
permanent.
Edit Merge
Instead of using a word processor and mail merge to create form letters
to send to referral sources, you can use the PhoneBook Module
instead. Click this button to edit the appearance of the letter that
will get printed and the text of the letter itself. Below is an example
screen.
- Click I'm done on this screen when you finished
- Click Spell Check to check the spelling of the
letter body
- Click Page Setup to setup the printer
- Click Print Record(s) to actually print a
few or all record in the found set.
Export Records
You can export to the Forms Module the current found set of
records. You can decide what to do with those records while inside the Forms
Module.
updated 9/4/2004
